For all system generated email notifications, there are templates which may be modified.

As best practice, each notification template in use should be reviewed and possibly edited to meet design needs during the implementation phase.

To test the generation of e-mail messages, create the triggering events.

We offer a easy to user notification editor based on the SAP Fiori design standards.

When first deploying SuccessFactors Learning, it contains default notification templates. If the templates are not customized, users will receive the default notifications.

Notification Topics

System-Provided Notification Template Groups

When first deploying SuccessFactors Learning, it contains default notification templates. If the templates are not customized, users will receive the default notifications.

If the templates ARE customized, users receive a differently formatted message (based on changes).

Notification Template Groups

Notification Group Summary

Learning Plan Templates

Customers edit some learning plan notifications because they tell employees about changes to their learning plan.

Scheduled Offering Templates

Scheduled offering templates are among the most customized because they notify users about scheduled courses and help them manage their calendars.

VLS Attendance Processing Templates

If using virtual learning to conduct training in WebEx, Adobe Connector or Microsoft Skype for Business rooms, you might edit the VLS attendance processing templates.

Approval Processes Templates

Consider editing approval processes if you have set up an approval process for users to enroll into courses, withdraw from courses, and so on.

Automatic Process Templates (Admin)

Automatic process notifications are sent when an Automatic Process Manager (APM) runs.

Background Job Templates (Admin)

Background job notifications are sent, usually to administrators, when they run a job in the background. For example, when an administrator propagates an assignment profile, that is a background job. Most customers use the default template for these notifications because they are utilities.

Notification Template Types – Learning Plan Notifications

Learning Plan Notification Settings – Use these settings to control the User Learning Plan notifications.

Three Active Learning Plan Notifications:

These notifications are triggered by the Learning Plan Notification APM and include a rolled up list if applicable.

Scheduled Offering notification can be modified at the global level, item level and the SO level.

These are sent as e-mail "Registration Reminders" to Users (and their supervisors) who are enrolled in upcoming Scheduled Offerings.

There is a one-time email reminder and is sent to all Users registered with an Enrolled status within the specified date threshold.

These notifications are triggered by the Scheduled Offering Delivery APM. This is currently ACTIVE.

Triggers ApmInstanceDelivery Notification Template.

LMS Admin > System Admin > Automatic Processes

Process to Register for a Classroom Course (Scheduled Offering)

Process to Withdraw from a Classroom Course (Scheduled Offering)

Notification Template Types - 3. Learning Item Expiration

All required learning items with due dates for have notifications for Learning Expiration, including Overdue Learning Notifications.

The process sends Learning Expiration reminder notifications to Users and their Supervisors when assigned Items are approaching the Required By Date

They will continue to receive the notifications according to the Reminder Period until the Item is complete or unassigned.

If the assigned item is not completed by the due date, then an Overdue Learning notification is sent.

You can select the recipients for this email as user, supervisor or both.

Triggers ApmTrainingExpiration notification template

For Items – Set Required for Item Completion = YES

For example, if you have 30 Days as Threshold and 7 Days as Reminder Period, the system will send it's first notification once the training becomes due in 30 days or less. Then it will send a reminder every 7 days (even when past due) until it is completed.

LMS Admin > System Admin > Automatic Processes

Notifications Content - Steps to Edit Notifications

Notifications Content - Templates

Each email is based on a notification template that contains one or more of these elements:

Static text that is displayed whenever the notification is generated.

Syntax tags that insert dynamic data to be inserted from the database each time the notification is generated.

Messages can include a rolled-up list of users who received the notification called Loop tags that summarize the list of recipients who received this notification.

The <LOOP> tag delivers one wrapped-up email, instead of a copy of all individual emails.

For example, a supervisor has five staff (users) registered in a scheduled offering.

Each registered user receives a registration notification.

The supervisor receives one registration notification with the four users listed in the body of the message.

The <LOOP> tag delivers one wrapped-up email, instead of a copy of all individual emails

For example, a supervisor has five staff (users) registered in a scheduled offering. Each registered user receives a registration notification

The supervisor receives one registration notification with the four users listed in the body of the message

Example - Notify Learner of Learning Plan Changes

Notifications Editor

The Notification Template Editor enables capabilities to template editing including customization for each locale independently without using a label based approach and the use of HTML Source code.

• The editor centralizes work into one space. • It provides a rich text editing tools for common formatting tasks.• There is no need to know HTML for most common tasks.• It makes adding dynamic content easy.• It isn't necessary to look up syntax tags (or message keys). Instead insert the syntax tags into the message with a mouse click.

2017 Notification Enhancements

Q1 2017

Configurable “From” Email Address by Organization

Notification with Cancellation Invite for Segment Deletion

Q2 2017

Notification Editor Enhancements includes support for adding Direct Link Notification Syntax Tags using the Link Plugin, support editing the Syntax Tag formatting using the Edit Syntax Tag Plugin, and updated styling for the Syntax Tags in the editor

Admins with “Manage Unsent Emails” workflow can view the count and date range for unsent email and can delete unsent email.

Q3 2017

A button was introduced to propagate Learning Expiration APM threshold & Reminder to all Active Items through a background job.

Configuration to use Admin notification email address for VLE notifications.

Configuration to suppress ICS attachments when Calendar Invites are enabled.

New button for Admin to view the system provided template info in Notification Template Page.

Suppress the sending of emails when only Organization Header Footer are present but the template is blank.

Configuration Status: Admin Opt-In & Universal

Notification Editor Enhancements (1)

Support for adding Direct Link Notification Syntax Tags using the Link Plugin.

Support for editing the Syntax Tag formatting using the Edit Syntax Tag Plugin.

Updated styling for the Syntax Tags in the editor.

Why is it important?

The output of the Syntax tags can also be formatted easily in the editor instead of using the Source Mode.

Direct links contain syntax tags located within quotes. These tags may differ for each notification template. Be sure to compare the syntax tags in the direct link to those available to the template. Replacing some tags in the link may be necessary.

Notification Editor Enhancements (1)

Insert / Edit Direct Link Notification Tag

Notification Editor Enhancements (1)

Edit Syntax Tag formatting

Notification Editor Enhancements (1)

Updated Styling for the Syntax Tags

Notifications Enhancements (2)

New button for Admin to view the system provided template info in Notification Template Page.

Why is it important?

When the default Notification template is overridden it was difficult to detect and correct the issues in case of unsupported tags, wrong nesting of tags, missing tags, and so on.

Prerequisites

Only available for shipped templates

Manage Unsent Emails (3)

Admins with “Manage Unsent Emails” workflow can view the count and date range for unsent email and can delete unsent email

To ensure there are no queued emails or remove any queued emails before enabling email notifications it isn't necessary to contact Product Support.

If noticing an issue that resulted in erroneous email generation, in addition to disabling email while the issue is corrected, remove erroneous email before re-enabling email.

Deleting unsent email creates a background job that will run immediately as long as the job to send email is not running.

The email audit report which represents all notifications that the system generated will still contain deleted unsent email so the audit trail remains.